Internal Operations Coordinator or Assistant

About the Internal Operations Team 

This multifaceted team provides gold standard office coordination cross-departmental services to ensure the operations of the MCE team are running smoothly. The team follows a nimble and balanced model, responsible not only for the development of resources, templates, and framework, but also for the execution of administrative, project, and knowledge base tasks.

As an IO Coordinator or Assistant

You will support MCE staff in the areas of office coordination, project management, and knowledge management. Coordinators exercise a higher degree of initiative and independent judgment in performing confidential and complex administrative work related to the daily operations of the department.

For either position, there is an in-office requirement for at least two days per week: one day in San Rafael and one day in Concord. Additional in-office requirements may also be based on MCE team needs. IO Coordinators or assistants must be available to participate in crucial monthly Board, Executive, and Technical Committee meetings.

Key Responsibilities: Coordinator, or Coordinator/Assistant

Project Assistance, Coordination, and Management

• Provide administrative and project assistance to MCE staff and work collaboratively with all MCE teams to ensure smooth office operations, meeting coordination, and customer service. (Coordinator/Assistant)

• Ensure the project is in alignment with departmental and agency goals. (Coordinator/Assistant)

• Maintain and monitor project plans, project schedules, work hours, budgets, and expenditures and ensure project deadlines are met. (Coordinator)

• Ensure projects adhere to frameworks and all documentation is maintained appropriately for each project. (Coordinator)

• Create a project management calendar for fulfilling each goal and objective (Coordinator)

Office Coordination

• Coordinate meetings, events, and related logistics including creating and preparing agendas, ordering, and preparing refreshments, and providing audio-visual services. (Coordinator/Assistant)

• Organize and coordinate staff events, annual Summer Social, volunteer activities, field trips, and other holidays, team outings, individual employee recognition, etc. (Coordinator/Assistant)

• Coordinate conference and event registration and travel logistics, when needed on an agency-level scale. (Coordinator/Assistant)

• As assigned, facilitate evening meetings including, but not limited to MCE Board & Committee meetings, stakeholder meetings, and special events. (Coordinator/Assistant)

Knowledge Coordination and Management

• Maintain and improve processes for file maintenance, document tracking, and management. (Coordinator/Assistant)

• Develop strategies for increased knowledge retention and succession planning. (Coordinator)

• Research and implement innovative tools and techniques in the areas of documentation, software implementation, and knowledge base development. (Coordinator)

• Develop tutorials and trainings for agency software and web platforms (Coordinator)

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Breakdown of Time

IO Coordinator

• Project Assistance, Coordination, & Management 50%

• Office Coordination  40%

• Knowledge Coordination & Management 10%

IO Assistant

• Cross-Department Assistance 50%

• Administration & Office Coordination 50%

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Minimum Qualifications

IO Coordinator Required Skills (Intermediate Level)

• Video conferencing tools and best practices (Zoom, Google Meet, Microsoft Teams).

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).

• Google Applications (Gmail, Drive, Docs, Sheets, Slides, Forms).

• Adobe Suite.

• Asana or other project management platforms.

• Principles and practices of budget tracking and reporting.

• Document retention requirements and practices.

Experience & Education

• Relevant experience and or education to a GED.

• Six (6) years of progressively responsible experience as an administrative professional and or project coordinator working in complex work environments, particularly in a public agency.

  • Two years of college or associate degree may be substituted for two years of experience.

  • A Bachelor's degree in a relevant field may be substituted for four years’ experience.

A Plus If You Have

• A background in customer service and project coordination. 

• Relevant certifications such as Certified Associate In Project Management (CAPM), Certified ScrumMaster (CSM), and/or Disciplined Agile Scrum Master (DASM).

 IO Assistant Required Skill (Beginning Level)

• Principles and practices of administrative assistance or coordination, particularly in a public agency

• Video conferencing tools and best practices (Zoom, Google Meet)

• Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)

• Google Applications (Gmail, Drive, Docs, Sheets, Slides, Forms)

• Adobe Suite

Education and Experience 

• Equivalent to a GED and 

• Four (4) years of progressively responsible experience as an administrative professional working in complex work environments, particularly in a public agency. 

• Two years of college or associate degree may be substituted for two years of experience. 

• A Bachelor's degree in a relevant field may be substituted for four years’ experience.

Both Positions Coordinator or Assistant

Knowledge of

• Maintaining and improving processes for file maintenance, document tracking, and management.

• Developing strategies for increased knowledge retention and succession planning.

• Researching and implementing innovative tools and techniques in the areas of documentation, software implementation, and knowledge base development.

• Developing tutorials and training for agency software and web platforms.

• Working closely with cross-functional teams to share regular updates, secure buy-in, and help to problem solve on knowledge management topics.

• Ensuring documents align with MCE's branding guidelines.

Ability to:

• Take responsibility and work independently.

• Work with diverse communities and staff.

• Handle multiple ongoing projects in a team-oriented environment.

• Communicate effectively in written and verbal form.

• Establish and maintain effective working relationships with persons encountered during the performance of duties.

• Demonstrate the highest level of accountability, integrity, judgment, and confidentiality.

Compensation & Benefits

Competitive compensation package offered, based on candidate experience along with generous benefits and perks, including fully paid premiums for health insurance, parental leave, dependent care subsidies, student loan repayment, and employee wellness program. 

Starting Salary Range: (effective January 1, 2025)

• IO Coordinator (Exempt)- $65,197.85 - $83,437.10 (annually)    
• IO Assistant (Non Exempt)- $31.35-40.11 (per hour)

Application Process

As a part of the application process for the IO Coordinator or Assistant recruitment, all candidates must submit the following:

• Cover letter (two to three paragraphs) addressing what encouraged you to apply for this role and what you believe are some essential skills a person should possess to be successful in either the Coordinator or Assistant position.

• Resume and

• Answer all the applicable questions within the application.

As we narrow to our top pool of applicants, candidates moving through the recruitment process may participate in an Initial Call, Face to Face Cross-team Panel Interview, and Face to Face Executive Interview. Additional skills assessment may be requested.

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